Executive Assistant Office Manager

About the Role:

We are seeking a highly organized and proactive Executive Assistant / Office Manager to support our COO and executive team, ensuring seamless daily operations and administrative efficiency. This role involves executive support, office management, event coordination, and personal assistance responsibilities.

The ideal candidate is detail-oriented, tech-savvy, and capable of managing multiple priorities in a fast-paced environment while maintaining a high level of professionalism and discretion.

Key Responsibilities:

• Executive Support & Scheduling
• Provide high-level administrative assistance to C-suite executives, primarily the COO, and work closely with the VP of HR
• Assist with complex scheduling needs, including meeting coordination, calendar management, and prioritization of executive engagements
• Organize and manage travel arrangements (flights, accommodations, itineraries) for executives.
• Handle event registrations for conferences, summits, and industry events
• Assist with CEO’s personal arrangements, ensuring smooth execution of tasks
• Office & Team Operations
• Oversee day-to-day office maintenance and operations, ensuring a well-organized and efficient work environment
• Manage procurement and vendor relationships, handling office supplies, service providers, and contract negotiations.
• Organize team-related activities, get-togethers, and celebrations to foster a positive company culture.
• Track and coordinate team members’ birthdays and celebrations, ensuring timely acknowledgments and arrangements
• Executive & Key Network Relationship Management
• Keep track of key network contacts’ birthdays and milestones, facilitating timely gift sending and well-wishes
• Maintain and update key relationship contacts for the CEO and executive suite, ensuring proper engagement tracking.
• Event & Meeting Coordination
• Plan and execute corporate events, offsites, team gatherings, and internal workshops
• Prepare agendas, document meeting notes, and ensure follow-ups on key action points
• Work closely with the HR team to support employee engagement initiatives
• Application management and It tasks management
• Track the company applications' spend and records
• Track open items for the IT vendor and equipment tracking 
• Manage an IT outsource provider

Requirements:

• Experience: 5+ years in an executive assistant, office management, or similar administrative role.
• Skills: Exceptional organizational, problem-solving, and multitasking abilities.
• Tech-Savviness: Proficiency in Microsoft Office, Google Suite, and office management tools.
• Language: Fluency in Hebrew and English (written and spoken).
• Personality: Professional, proactive, and highly detail-oriented with excellent interpersonal skills.
• Ability to Work with Multiple Stakeholders, primarily managed by the COO, while collaborating with C-suite and VP of HR.